This document teaches how to create a pivot table in Microsoft Excel to summarize student grade data. It demonstrates selecting the data, inserting a pivot table, and designing the pivot table by adding fields to the report filter, column labels, and values area. It also shows how to change the value field setting to calculate averages, format numbers, edit headings, and apply table styles. The goal is to end with a clear and concise grade report summarized using a pivot table.

1. MS Excel

2. Pivot Table

3. Pivot table is a way to
present information.

4. It’s one of the most
powerful tools in MS
Excel.

5. And confusing, too.

6. In this presentation,

7. I will teach you how to
create pivot tables.

8. For example, we have
a list of students and
their grades.

10. For this illustration,

11. we have 2 students, 6
subjects, and 3
months of grading
period.

12. We want to see a clear
and concise report.

13. So, we will use pivot
table.

14. Again, this is our data.

16. To create a pivot
table,

17. click on the Insert tab.

19. Then, locate the
PivotTable.

21. Click on it and a
Create PivotTable
dialogue box will
appear.

23. It’s asking you for the
data.

25. Now, highlight the
range of cells.

27. The dialogue box will
show the selected
data

29. Then select where
your pivot table will
appear.

31. You can have a new
worksheet

32. Or inside the same
worksheet.

33. For this illustration, I
selected new
worksheet.

35. Then click Ok.

36. A new worksheet will
open up.

37. It will look like this.

39. Picture how your
report will look like.

40. This is how you will
design your pivot
table.

41. In designing your
pivot table,

42. we will focus on the
PivotTable Field List.

43. This is on the right
side of your
worksheet.

45. The first box is asking
what fields to add to
your report.

47. These fields are the
headings in the
original table.

49. See?

51. We want all of these
fields added.

52. But when you tick on
all four boxes, it will
show this…

54. Confusing, right?

55. So, we will now design
our pivot table.

56. In designing, we will
use this part

58. Once we tick all four
boxes here

60. They will
automatically go here

62. It’s time to picture
your report in your
head.

63. Ask yourself what
should be your report
filter?

65. What should be your
column labels?

67. Let’s say, I want the
student’s name as
report filter.

68. Hover your mouse
over the fields.

69. Then, drag the Name
of Student field in the
Report Filter.

71. The pivot table will
show this…

73. Hmm…

74. Now, let’s see if we
move the Subjects
field to Column
Labels.

76. Our pivot table will
show this…

78. What do you think?

79. Does it look good?

81. Let’s say, I’m already
satisfied with this.

82. I’ll leave the other
areas alone.

83. Let’s take a closer
look at our pivot table.

85. Grades show 100+!

87. Maybe because Name
of Student is All?

89. Let’s use the
dropdown and choose
one student.

92. Looks good.

94. Wait!

95. What’s this?

97. And this?

99. It looks like the
Grades were added.

101. But we want an
average Grade.

102. So, let’s change the
formula.

103. To change the formula,
locate the Values area.

105. Then click on the
arrow beside the Sum
of Grade.

107. We will have these
options…

109. Select Value Field
Settings.

111. A pop-up box will
appear.

113. Select Average and
click OK.

115. The pivot table will
look like this…

117. Now, our formula is
correct.

118. We just have to
format the numbers.

120. Let’s say, we want two
decimal places.

121. Let’s highlight the
numbers.

123. Then, click on the
comma

125. or decrease decimal
places.

127. Whichever you’re
comfortable with
formatting.

128. Now, our pivot table
will look like this…

130. Now, our pivot table is
complete and
accurate.

131. Great!

132. But we’re not done
yet.

133. Let’s make our
heading more
accurate.

134. See these?

136. We can change the
headings by just
clicking on the cell.

137. You can double-click
on it.

138. Press F2 or edit it on
the function bar.

140. There you go!

141. Now, I want to add a
little bit of color.

142. Let’s beautify our
report, shall we?

144. Click anywhere in the
pivot table.

145. Locate Design in the
Ribbon.

147. Click on it and a
design option will
open.

149. Let’s try the Style
Options.

151. Let’s select Banded
Rows.

153. Here’s what happened
to our pivot table.

155. Now, uncheck Banded
Rows and select
Banded Columns.

157. Now, our pivot table
looks like this…

159. You can now choose
the style you want.

161. There are a lot to
choose from!

162. Here’s what I want.

164. Wonderful!

165. Now, it’s your turn.

166. Create your own pivot
table.

167. And show it below.